GCA both establishes new grant and contract budgets in UW’s financial systems and makes revisions to existing budgets as warranted. The pages linked below provide more detail about our process and how to find information and request assistance.

New Budgets

Although GCA handles much of the day-to-day financial administration of gift budgets, including setting up sub-budgets, changing org codes and box numbers, and closeout, departments must contact University Advancement to request a new gift budget.

Revisions to Existing Budgets

Revisions require Office of Sponsored Programs (OSP) input. For any of these changes, please work with OSP to prepare the appropriate Funding Action (FA) or Post-Award Change (PAC). As with new budget setup, GCA’s goal is to process these actions within one business day of receiving the FA or PAC from OSP.

Adding supplemental funding (FA)

Budget extensions (PAC)

Supplement/Extension (FA)

Change of PI (PAC)

Rebudgeting may or may not require OSP input, depending on sponsor requirements. See link for more details and for a rebudgeting form for use when sponsor approval is not required.

Notifications

When you receive email from GCA confirming your FA or PAC has been processed, please review the attached notification document carefully and confirm that the award has been set up or modified correctly. To assist you in interpreting these notifications, we have prepared a guide to FA/PAC notification terminology.

Pay careful attention to any OSP or GCA notes incorporated in your notification, as these may include important guidance for compliance with award requirements.

Interest Income

In some cases, grant, contract or gift budgets are eligible for interest on the cash balance on hand. Please see our Interest Income page for more information.

Budget Prefixes Managed by GCA

GCA manages grant, contract and gift budgets designated by the following budget number prefixes:

61 and 62 – Federal Sponsored Research

63, 65 and 66 – Non-Federal Sponsored Research and Gifts

64 – Discretionary Funds

67 and 68 – Fed/Non-Fed Sponsored Training

80 – Fellowships

We also managed ARRA budgets under the prefix 20.

Organization Codes
Requests for assigned organization code changes should be submitted to one of the following offices:

If the organization code change is transferring the budget to a new department, the request must come from the department currently reflected in the on-line Financial Accounting System (FAS). There are potential Facilities & Administrative (F&A) cost distribution implications that should be considered, specifically the basis for research cost recovery allocations (i.e. distribution to RCR accounts). For organization code changes between departments, it is recommended that appropriate communication take place prior to requesting the organization code change.

Box Numbers

Requests for changes to box numbers should be submitted via email to one of the following offices: